A supplier's unpaid bill is not automatically a landlord debt or deposit claim. Start with the contract, account holder, period and actual liability.
Identify the debt
- Establish the supplier, account holder, period and meter.
- Separate tenant consumption from landlord or void-period costs.
- Check whether the landlord is actually liable or has paid a sum recoverable under the agreement.
Provide accurate information
- Keep final readings, photographs and the lawful end date.
- Share relevant occupancy information with a supplier through an appropriate route.
- Do not disclose unrelated tenant information or agree an unsupported debt.
Assess a deduction
- Explain the contractual and factual basis and avoid double recovery.
- Exclude estimates that cannot be supported without further evidence.
- Use the deposit dispute process if liability is contested.
Establish whose debt it is before proposing a deduction
An estimated closing bill or a supplier's letter addressed to the property does not by itself establish a loss recoverable by the landlord.
- Record final readings, the date possession changed and the account holder. Distinguish the tenant's supply contract from services the landlord agreed to provide.
- Check the tenancy term, actual loss and scheme's requirements. Do not hold an arbitrary amount for bills that are owed directly to a supplier without a valid basis.
- If the landlord pays a disputed bill, retain the invoice, allocation period and reason for payment. Explain why the proposed deduction is the tenant's responsibility and reconcile any later supplier refund.
Example: a bill is addressed to the former tenant
A fictional supplier sends a final bill in the former tenant's name. That alone does not prove a loss to the landlord. Establish liability before proposing a deduction from the tenancy deposit.
What to do
- Check the utility account and contractual responsibility.
- Record final readings and occupancy dates.
- Claim only a supported recoverable loss through the proper process.
Evidence to keep
- Agreement, meter readings, bills and account correspondence.
- Proof of any landlord payment and the deduction calculation.
Sources and guidance
- Deposit protection schemes and landlordsUK Government · checked 20 October 2026
- Taking a deposit as a private landlordScottish Government · checked 20 October 2026
- Standard occupation contracts: guidance on the termsWelsh Government · checked 20 October 2026
- Data protection advice for small organisationsInformation Commissioner’s Office · checked 20 October 2026
- Deposit dispute resolution and evidenceDeposit Protection Service: England and Wales scheme process · checked 20 October 2026